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Office Administration Specialist

2 months ago

Atlanta, Georgia, United States McGuire Sponsel Full time
Position Overview

Salary: Competitive

Role Summary: McGuire Sponsel is on the lookout for an Office Administration Specialist to enhance our operational efficiency. This position is crucial in providing support across various administrative, financial, and business development activities within the organization. We are in search of a proactive, detail-oriented, and tech-savvy individual who thrives in a collaborative and dynamic setting. The ideal candidate will possess exceptional communication abilities and a solid understanding of Microsoft Office applications, particularly Excel. Experience in client invoicing is also a key requirement.

Key Responsibilities:

  • Deliver comprehensive administrative assistance to executives and team members across the organization.
  • Collaborate closely with business development teams to facilitate sales tracking and initiatives.
  • Ensure accurate and timely entry of client data into our financial management systems.
  • Prepare detailed client invoices, focusing on the billing processes associated with the R&D Tax Credit services.
  • Support the management of sales opportunities using Salesforce, our customer relationship management tool.
  • Organize and maintain digital files and information for various projects as required.
  • Assist in drafting client proposals and engagement documentation.
  • Manage procurement of office supplies and refreshments, ensuring all areas are adequately stocked.
  • Coordinate travel arrangements for staff, including flights, rental cars, and accommodations.
  • Process and reconcile expense reports accurately.
  • Assist in organizing firm-wide events, including catering and retreats.
  • Facilitate mailing and client gift distributions.
  • Provide general support to visitors and manage incoming calls.

Qualifications:

  • Proficient understanding of client invoicing and billing practices; experience with time and billing software is advantageous.
  • Familiarity with Salesforce is preferred.
  • Self-motivated and deadline-oriented, with a keen eye for detail.
  • Strong organizational skills to manage the diverse daily demands of the office.
  • Able to handle multiple tasks in a fast-paced environment.
  • Excellent written and verbal communication skills, comfortable interacting with all organizational levels.
  • Proficient in Microsoft Excel, Word, Outlook, PowerPoint, and Adobe applications.
  • Willingness to learn new software and adapt to new tasks.
  • Strong time management skills with the ability to prioritize effectively.
  • Minimum of 2 years of experience in an administrative support role, preferably within a professional services context.

About Us: McGuire Sponsel is a nationally recognized specialty tax consulting firm that has experienced significant growth by partnering with leading accounting firms and businesses nationwide. We provide specialized tax services that extend beyond traditional practices, including Fixed Asset Services, R&D Tax Credit Services, Global Business Services, and Credits & Incentives Services. Our commitment to high-quality service and integrity has established us as a trusted resource in the industry.

What We Provide: A career with McGuire Sponsel offers opportunities for both professional and personal growth within a supportive team environment. Our benefits include:

  • Competitive paid time off, 401k, and health and wellness programs.
  • Modern office facilities located near various amenities.
  • Flexible summer hours.
  • Team-building activities, community service initiatives, and philanthropic opportunities.